Dorset Litton Cheney in the Bride Valley
Litton Cheney Parish Council Code of Conduct (adopted by resolution on 10 July 2012) (based on the NALC Model Issued under Legal Briefing 09-12 dated 29 June 2012) Introduction Pursuant to section 27 of the Localism Act 2011, Litton Cheney Parish Council (‘the Council’) has adopted this Code of Conduct to promote and maintain high standards of behaviour by its members and co-opted members whenever they conduct the business of the Council including the business of the office to which they were elected or appointed or when they claim to act or give the impression of acting as a representative of the Council. This Code of Conduct is based on the principles of selflessness, integrity, objectivity, accountability, openness, honesty, and leadership. Definitions For the purposes of this Code, a ‘co-opted member’ is a person who is not a member of the Council but who is either a member of any committee or sub-committee of the Council, or a member of, and represents the Council on any joint committee or joint sub-committee of the Council, and who is entitled to vote on any question that falls to be decided at any meeting of that committee or sub-committee. For the purposes of this Code, a ‘meeting’ is a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees. For the purposes of this Code, and unless otherwise expressed, a reference to a member of the Council includes a co-opted member of the Council. Member obligations When a member of the Council acts, claims to act or gives the impression of acting as a representative of the Council, he/she has the following obligations. 1. He/she shall behave in such a way that a reasonable person would regard as respectful. 2. He/she shall not act in a way which a reasonable person would regard as bullying or intimidatory. 3. He/she shall not seek to improperly confer an advantage or disadvantage on any person. 4. He/she shall use the resources of the Council in accordance with its requirements. 5. He/she shall not disclose information which is confidential or where disclosure is prohibited by law. Registration of interests 1. Within 28 days of this Code being adopted by the Council, or the member’s election or the co-opted member’s appointment (where that is later), he/she shall register all interests which fall within the categories set out in Appendix A . 2. Upon the re-election of a member or the re-appointment of a co-opted member, he/she shall within 28 days re-register any interests in Appendix A. 3. A member shall register any change to interests or new interests in Appendix A  within 28 days of becoming aware of it. 4. A member need only declare on the public register of interests the existence but not the details of any interest which the Monitoring Officer agrees is a ‘sensitive interest’.  A sensitive interest is one which, if disclosed on a public register, could lead the member or a person connected with the member to be subject to violence or intimidation. Declaration of interests 1. A member shall not participate in a discussion or vote on the matter. He/she only has to declare what his/her interest is if it is not already entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it. 2. Where a matter arises at a meeting which relates to an interest in Appendix A which is a sensitive interest, the member shall not participate in a discussion or vote on the matter. If it is a sensitive interest which has not already been disclosed to the Monitoring Officer, the member shall disclose he/she has an interest but not the nature of it. 3. Where a matter arises at a meeting which relates to an interest in Appendix B (not currently adopted), the member shall withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting. 4. A member only has to declare his/her interest in Appendix B (not currently adopted) if it is not already entered in his/her register of interests or he/she has not notified the Monitoring Officer of it or if he/she speaks on the matter before withdrawing. If he/she holds an interest in Appendix B (not currently adopted) which is a sensitive interest not already disclosed to the Monitoring Officer, he/she shall declare the interest but not the nature of the interest. 5. Where a matter arises at a meeting which relates to a financial interest of a friend, relative or close associate, the member shall disclose the nature of the interest and withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting.  If it is a ‘sensitive interest’ the member shall declare the interest but not the nature of the interest. Dispensations On a written request made to the Council’s proper officer, the Council may grant a member a dispensation to participate in a discussion and vote on a matter at a meeting even if he/she has an interest in Appendix A if the Council believes that the number of members otherwise prohibited from taking part in the meeting would impede the transaction of the business; or it is in the interests of the inhabitants in the Council’s area to allow the member to take part or it is otherwise appropriate to grant a dispensation.
Interests described in the table below. Subject   Description   Employment, office,  trade, profession or  vocation   Any employment, office, trade, profession or vocation carried on for profit or gain.   Sponsorship   Any payment or provision of any other financial benefit (other than from the Council)  made to the member dur ing the 12 month period ending on the latest date referred to in  paragraph 6 above for expenses incurred by him/her in carrying out his/her duties as a  member, or towards his/her election expenses.     This includes any payment or financial benefit from a trade union within the meaning of  the  Trade Union and Labour Relations (Consolidation) Act 1992 .   Contracts   Any contract made between the member or   his/her spouse or civil partner or the  person with whom the member is living as if they were spouses/civil partners (or a firm  in which such perso n is a partner, or an incorporated body of which such person is a  director* or a body that such person has a beneficial interest in the securities of*) and  the Council  —     (a) under which goods or services are to be provided or works are to be executed; an d     (b) which has not been fully discharged.   Land   Any beneficial interest in land which is within the area of the Council.   ‘ Land’ excludes an easement, servitude, interest or right in or over land which does not  give the member or his/her spouse or civil partner or the person with whom the  member is living as if they were spouses/civil partners (alone or jointly with another) a   right to occupy or to receive income.   Licences   Any licence (alone or jointly with others) to occupy land in the area of the Council for a  month or longer.   Corporate tenancies   Any tenancy where (to the member’s knowledge) —     (a) the landlord is the Counc il; and     (b) the tenant is a body that the member, or his/her spouse or civil partner or the  person with whom the member is living as if they were spouses/civil partners is a  partner of or a director* of or has a beneficial interest in the securities* of.    Securit ies   Any beneficial interest in securities* of a body where —       (a) that body (to the member’s knowledge) has a place of business or land in the area  of the Council; and     (b) either —     (i) the total nominal value of the securities* exceeds £25,000 or one  hundredth of  the total issued share capital of that body; or     (ii) if the share capital of that body is of more than one class, the total nominal value  of the shares of any one class in which the   member, or his/her spouse or civil  partner or the person wi th whom the member is living   as if they were spouses/civil  partners has a beneficial interest exceeds one hundredth of the total issued share  capital of that class.   *’   director includes a member of the committee of management of an industrial and providen     t society. *’  securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme  within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than  money depos ited with a building society .
LITTON CHENEY PARISH COUNCIL GRANTS AND DONATIONS POLICY  INTRODUCTION Litton Cheney Parish Council will include in its annual budget money for local grants and donations. Through its Grants and Donations policy the Council aims to support causes which it considers beneficial to the Parish, to promote local activity and support clubs and organisations and individuals. The Council aims to ensure the award making activity is open, transparent and fair. Any grants made available for such purposes are funded directly from the Parish Precept. Section 137 of the Local Government Act 1972 places restrictions on Parish Councils when it comes to making grants to other organisations or bodies.  The maximum amount which a council may spend under Section 137 in any one year (i.e. from 1 April to the following 31 March) is restricted by the number of people on the parish electoral roll.  Donations made by Litton Cheney Parish Council will not exceed £2,200 per annum.    ELIGIBILITY FOR APPLYING FOR A GRANT  Local groups, clubs and associations operating within the Parish, or directly benefitting people within the Parish, are eligible to apply THE FOLLOWING ARE NOT ELIGIBLE  support for individuals or private business projects;  the running costs of any organisation;  projects which are the prime statutory responsibility of other government bodies;  projects which improve or benefit privately owned land or property;  projects which have already been completed or will have been completed by the time the grant is made.   HOW TO APPLY Any applications must be made on the application form attached to this policy and submitted to the Parish Clerk, Mrs M Walsh, by email or post. littoncheney@dorset-aptc.gov.uk.  4 Bath Orchard, Bridport, DT6 3FD.    HOW WILL THE APPLICATION BE ASSESSED?   The Parish Council will consider any application at its bi-monthly meeting only and will look at the following: How well the grant will meet the needs of the community, providing positive benefit to the inhabitants How effectively the group will use the grant.   Whether the application is appropriate and that costs are realistic. What level of contributions has been, or will be, raised locally Whether the organisation or group could reasonably have been expected to obtain sufficient funding from another, perhaps more appropriate, source How the organisation or group is managed, and where applicable as indicated in its Constitution.   CONDITIONS Where a request for a grant/donation is agreed, the Council shall determine the amount, using the figure requested by the applicant as a guide only. The grant or donation shall be used only for the stated purpose otherwise the monies shall be returned to the Council, except where the Council’s prior written consent has been given for the funds to be used for another purpose. The Council may request that applicants provide written feedback explaining how the grant/donation has benefitted their group/organisation. If feedback is required, this will be communicated in the decision letter. The Council reserves the right to request repayment of any grant/donation where an applicant does not comply with these conditions. Retrospective applications will normally not be considered.     Signed ………………………………..                      Date ………………………….   Policy adopted May 2018 Policy review May 2020
ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ ྕ
LITTON CHENEY PARISH COUNCIL GRANTS AND DONATIONS APPLICATION FORM  Please note that this application will not normally be considered unless it is accompanied by a copy of the latest set of annual accounts showing the organisations income, expenditure and level of balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed. 
Description   Details   1.    Name of Organisation      2.    Name, Address and Status of Contact       3.    Telephone Number of Contact       4.    Is the Organisation a Registered Charity?     Yes: Please st ate Registered  Charity Number:   No      5.    Amount of grant/donation requested       £        Should your application be successful please  complete your bank details below for electronic  payment:           Bank Sort Code Number          Bank Account Name          Bank Account Number      6.      For what purpose or project i s the grant/donation  requested?     7.      What will be the to tal cost of the above project?    £    8.    If the total cost of the project is more than the  grant/donation, how will the residue be financed?         9.    Have you applied for grant/donation for the same  project to another organisation?     If so, which organisation and how much?        10.      Who will benefit from the project?        11.      Approximately how many of those who will benefit  are parishioners?
You   may   use   a   separate   sheet   of   paper   to   submit   any   other   information   which   you   feel   will   support   this application.  Signed…………………………………………………………………     Date…………………………….. Received by LCPC …………………………………………………       Date……………………………..
LITTON CHENEY PARISH COUNCIL DRAFT DATA PROTECTION POLICY Litton   Cheney   Parish   Council   recognises   its   responsibility   to   comply   with   the   General   Data   Protection   Regulations   (GDPR)   2018   which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.   General Data Protection Regulations (GDPR)    The   GDPR   sets   out   high   standards   for   the   handling   of   personal   information   and   protecting   individuals’   rights   for   privacy.   It   also regulates   how   personal   information   can   be   collected,   handled   and   used.   The   GDPR   applies   to   anyone   holding   personal   information about   people,   electronically   or   on   paper.      Litton   Cheney   Parish   Council   has   also   notified   the   Information   Commissioner   that   it   holds personal data about individuals.  When dealing with personal data, Litton Cheney Parish Council staff and members will ensure that: Data   is   processed   fairly,   lawfully   and   in   a   transparent   manner. This   means   that   personal   information   should   only   be   collected   from individuals if staff have been open and honest about why they want the personal information. Data   is   processed   for   specified   purposes   only.      This   means   that   data   is   collected   for   specific,   explicit   and   legitimate   purposes only.  Data   is   relevant   to   what   it   is   needed   for   Data   will   be   monitored   so   that   too   much   or   too   little   is   not   kept;   only   data   that   is   needed should be held. Data   is   accurate   and   kept   up   to   date   and   is   not   kept   longer   than   it   is   needed   Personal   data   should   be   accurate,   if   it   is   not   it   should be corrected.  Data no longer needed will be shredded or securely disposed of. Data   is   processed   in   accordance   with   the   rights   of   individuals,   who   must   be   informed,   upon   request,   of   all   the   personal information held about them. Data   is   kept   securely   There   should   be   protection   against   unauthorised   or   unlawful   processing   and   against   accidental   loss, destruction or damage. Storing and accessing data Litton   Cheney   Parish   Council   recognises   its   responsibility   to   be   open   with   people   when   taking   personal   details   from   them.   This   means that staff must be honest about why they want a particular piece of personal information.    Litton   Cheney   Parish   Council   may   hold   personal   information   about   individuals   such   as   their   names,   addresses,   email   addresses   and telephone   numbers.   These   will   be   securely   kept   at   the   home   of   the   Parish   Clerk   and   are   not   available   for   public   access. All   data   stored on   the   Litton   Cheney   Parish   Council   computers   are   password   protected.   Once   data   is   not   needed   any   more,   is   out   of   date   or   has served   its   use   and   falls   outside   the   minimum   retention   time   of   the   Parish   Council’s   document   retention   policy,   it   will   be   shredded   or securely deleted from the computer.    Litton   Cheney   Parish   Council   is   aware   that   people   have   the   right   to   access   any   personal   information   that   is   held   about   them.   Subject Access   Requests   (SARs)   must   be   submitted   in   writing   (this   can   be   done   in   hard   copy,   email   or   social   media).      If   a   person   requests   to see any data that is being held about them, the SAR response must detail: How and to what purpose personal data is processed The period Litton Cheney Parish Council tend to process it for Anyone who has access to the personal data The response must be sent within 30 days and should be free of charge. If   a   SAR   includes   personal   data   of   other   individuals,   Litton   Cheney   Parish   Council   must   not   disclose   the   personal   information   of   the other   individual.      That   individual’s   personal   information   may   either   be   redacted,   or   the   individual   may   be   contacted   to   give   permission for   their   information   to   be   shared   with   the   Subject.      Individuals   have   the   right   to   have   their   data   rectified   if   it   is   incorrect,   the   right   to request   erasure   of   the   data,   the   right   to   request   restriction   of   processing   of   the   data   and   the   right   to   object   to   data   processing,   although rules do apply to those requests. Please see “Subject Access Request Procedure” for more details. Confidentiality Litton   Cheney   Parish   Council   members   and   staff   must   be   aware   that   when   complaints   or   queries   are   made,   they   must   remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential. Policy adopted July 2018 Review July 2019
· · · · · · · · ·
LITTON CHENEY PARISH COUNCIL DRAFT EMAIL AND USE OF THE INTERNET POLICY 1. INTRODUCTION Email is regularly used for the management and administration of the business of Litton Cheney Parish Council. 2. SCOPE  This Policy applies to:  employees  elected members (councillors)  members of the public  other people, companies and organisations in contact with Litton Cheney Parish Council.  3. POLICY STATEMENT   Litton Cheney Parish Council encourages the effective use of email. Such use must always be lawful and must not compromise the Council’s information and the Clerk’s computer system.   All users must ensure that their use of email will not adversely affect the Council or its business and not damage the Council’s or its employees’ reputations or otherwise violate any of the Council’s policies.  4. USE OF EMAIL FACILITIES   All users must use email responsibly. Litton Cheney Parish Council reserves the right to take disciplinary or legal action against any person who fails to comply with this policy.   All users must accept that communications via the Clerk’s email system is not secure or encrypted and they should take particular care when sending potentially sensitive or confidential information.   All users must accept and agree that communications both to and from the Council via email may be monitored for the purpose of ensuring appropriate use of this methodology. Users should also be aware that deleted emails may still be accessible from back-up procedures.  5. GENERAL GUIDANCE  Email users are advised to be aware of the following:  Messages sent to groups of people must be relevant to all concerned  If the message is urgent, an alternative method of contact should be used Litton Cheney  Parish Council cannot be held responsible for damages, losses, expenses, demands and/or claims that may be suffered by a user of this facility The Clerk may, from time to time, choose to operate a filtering system in order to monitor offensive or clearly inappropriate material and may quarantine any messages in that category.   6. BUSINESS USE   The Clerk has the sole authority to purchase or acquire goods or services on behalf of the Council via email.   Users are informed that email messages have the same status in law as written correspondence and are subject to the same legal implications, e.g. may be required to be disclosed in Court.   Users are required to apply the same high standards to emails as those applied to written correspondence.   Email inboxes must be checked regularly to ascertain all correspondence within that system.   The Clerk must ensure that the Clerk’s inbox is checked during times of absence due to holiday or sickness.    Discovery of an email which claims to contain a virus, or a solution to correct a previously transmitted virus, must be reported immediately to the Clerk.  All users must comply with the relevant licence terms and conditions when copying and/or downloading material.   Users accept that there is no guarantee of delivery of emails unless acceptance of delivery is requested of the recipient.   All users must comply with the GDPR 2018 regulations and the Freedom of Information Act 2000 when placing personal data in messages or attachments.  Copying of recipients into a message should be done by BCC rather than CC for individuals outside of the Parish Council, to avoid breaching privacy regulations. 7. INAPPROPRIATE USE   Users must not use email to abuse or inflame others or to harass or threaten anyone. Responding to abuse, harassment or threatening will not be accepted as an excuse for inappropriate language and/or behaviour.  All email correspondence is open to scrutiny on request and should not contain personal comments or derogatory language.  Recipients of abusive or threatening emails related to the business of the Council must immediately inform the Clerk or Chairman.  Users must not send emails containing obscene, abusive or profane language.   Users must not send, access, display, download, copy or circulate information containing stories, jokes or anecdotes that contain:  promotion of unlawful discrimination of any kind promotion of racial or religious hatred threats including the promotion of violence fraudulent or illegal material promotion of illegal and/or unlawful acts information considered to be offensive, inappropriate or disrespectful to others unauthorised and copyrighted material including music.   Litton Cheney Parish Council will report to the police all known incidents in which users intentionally send or receive emails containing pornographic or racist materials. Users must not send, receive or disseminate proprietary data or any confidential information belonging to Litton Cheney Parish Council to or from a third party unless authorised.  8. ACCIDENTAL ACCESS TO INAPPROPRIATE MATERIAL   If inappropriate material is accessed accidentally, users must report this immediately to the Chairman. It can then be taken into account as part of the Council’s monitoring procedure.  9. MONITORING   Serious breaches of this policy by a Council employee will amount to gross misconduct and may result in dismissal.  Serious breaches of this policy by councillors, members of the public or members of any other organisation or company will result in legal or police action.  10. RESPONSIBLE OFFICER   The Clerk will be responsible for the administration of this policy on behalf of Litton Cheney Parish Council and will report breaches to the Chairman of the Council for advice about further action.  Adopted by Litton Cheney Parish Council:  July 2018 Next review date:  July 2019
· · · · · · · · · · · · ·
Approved:             March 2017 Signed:  Chairman -------------------------------------------------- (W Orchard)
Information Available from Litton Cheney Parish Council under the Model Publication Scheme
Class1  -   Who we are and what we do   This will be current information only   Who’s who on the Council   Web site or hard copy   Web site free   Hard copy see schedule of   charges.   Contact details for Council members & Parish Clerk/Responsible Finance Officer    Web site or hard copy   Web site free   Hard copy see schedule of charges.   Class 2  -   What we spend and how we spend it   Current and previous financial year      Web s ite or hard copy     Web site free   Hard copy see schedule of charges   Annual return form and report by auditor (Internal & External)   Web site or hard copy   Web site free   Hard copy see schedule of charges   Finalised budget   Website or hard copy   Website free   Har d copy see schedule of charges.   Precept   Website or hard copy   Website free   Hard copy see schedule of charges.   Standing Orders and Financial Regulations   Website or hard copy   Website free   Hard copy see schedule of charges.   Grants given and received (if a pplicable)   Website or hard copy    Website free     Hard copy see schedule of charges   List of current contracts awarded and value of contract   Website or hard copy    Website free   Hard copy see schedule of charges.   Members’ allowances and expenses (if applicabl e)   Website or hard copy    Website free   Hard copy see schedule of charges   Class 3  -   What our priorities are and how we are doing             Neighbourhood Plan (current situation)   Web site or hard copy   Web site free.   Hard copy see schedule of charges   Loc al charters drawn up in accordance with DCLG guidelines (if applicable)   Website or hard copy   Website free   Hard copy see schedule of charges    Timetable of meetings (Council, any committee/sub - committee meetings and  parish meetings)   Website or hard copy  (notices of meetings are  publicly displayed as  required by law)   Website free   Hard copy see sched ule of charges. Agendas of meetings (as above)   Website free   Hard copy see sched ule  of charges.   Website free   Hard copy see sched ule of charges.   Minutes of meetings (as above) NB: this will exclude information that is properly  regarded as private to the meeting.   Web site or hard co py   Website free   Hard copy see sched ule of charges.   Annual Report to Parish or Village Assembly Meeting      Website or hard copy   Website free   Hard copy see sched ule of charges.   Reports presented to council meetings  –   NB: this will exclude information that  is  properly regarded as private to the meeting.   Web site or hard copy   Website free   Hard copy see sched ule of charges.   Responses to consultation papers   Hard copy   See schedule of charges.   Responses to planning applications   Hard copy   See schedule of cha rges.   Bye - laws   Hard copy   See schedule of charges.   Policies and procedures for the conduct of council business:   Procedural Standing Orders   Commit tee and sub - committee terms of reference (if applicable)   Delegated authority in respect of officers   Code of Conduct   Policy statements   Website or Hard copy   Website free    Hard copy see schedule of charges.   Policies and procedures for the provision of servi ces and about the employment of  staff:   Internal policies relating to the delivery of services   Health and safety policy   Recruitment policy (including current vacancies)   Policies and procedures for handling requests for information, including any  complaints  procedures   For details please  contact Clerk   See schedule of charges.   Records management policies (records retention, destruction and archive)   Hard copy   See schedule of charges.   Schedule of charges (for the publication of information)   Web site or hard c opy   Web site free.   Hard copy see schedule of charges Class 6  -   Lists and Registers   Currently maintained lists and registers only (if applicable)           Assets Register/Village Inventory   Hard copy   See schedule of charges.   Register of members inte rests   Website or Hard copy   Website free   Hard copy see schedule of charges.   Register of gifts and hospitality    For details contact Clerk   See schedule of charges.   Allotments   Playing fie ld   Community Hall (Not a Parish Council liability)   Seats, benches and litter bins   Bus Shelter   Defibrillator   For details contact Clerk   See schedule of charges.
Contact Details: Parish Clerk: John Firrell 01308 482313 Email:             littoncheney@dorset-aptc.gov.uk Website:        http://www.littoncheney.org.uk
Schedule of Charges   Type of Charge   Disbursement cost                   Statutory fee     Description   Ph otocopying @ 10p per sheet (black & white)     Photocopying @ 20p per sheet (colour)     Postage     Envelope charge   Basis of Charge     Actual cost  *     Actual cost  *     Actual cost of Royal Mail  standard 2 nd   class plus 10p     In accordance with the  relevant legislat ion         * The actual cost incurred by the Parish Council including the Clerk’s time
Page 2 of 2 Previous Page
Page 2 of 2 Previous Page
Risk Assessment Model Publications Scheme Standing Orders Financial Regulations Code of Conduct Donations Policy Councillors Data Protection Policy Email Policy
PC Meetings Page PC Notices Page Financial Returns Page Assets Page Financial Admin Page LITTON CHENEY PARISH COUNCIL RISK ASSESSMENT   Notes:   “The greatest risk facing a local authority is not being able to deliver the activity or services expected of  the Council.”   Risk assessment is a systematic general examination of working conditions, wo rkplace activities and environmental factors that will enable the  employer to identify any and all potential risks inherent in the place or practices. Based on a recorded assessment the emplo yer should then  take all practical and necessary steps to reduce  or eliminate the risks, insofar as is practically possible. Making sure that all employees and  councillors are made aware of the results of the risk assessment.   This document has been produced to enable the Parish Council to assess the risks that it faces   and satisfy itself that it has taken adequate steps  to minimise them. In conducting this exercise, the following plan was followed:   • Identify the areas to be reviewed.   • Identify what the risk may be.   • Evaluate the management and control of the risk an d record all findings.   • Review, assess and revise if required.   FINANCE AND MANAGEMENT   Subject   Risks Identified   Rating   Management of Risk   Review/Assess/Revise   Precept      Adequacy of Precept      Requirements not  submitted to WDDC      Precept not received by  PC   M   L     L   To determine the amount of precept  required by the Parish Council  annually, the Clerk/RFO prepares a  budget, taking into account all  anticipated expenditure and projects,  increases in costs, any cash  balances and subsequently  determines from this the a mount of  precept required. A full review of the  budget is undertaken by Parish  Councillors at the Parish Council  meeting in January.  The Clerk  submits the figure to WDDC. The  Clerk informs the PC when the  monies are received.   Existing procedure  adequate.    Future precept  requirements may be much  larger than previously and  may not be implemented in  full. Financial Records      Inadequate records      Financial irregularity   L   L   The PC has Financial Regulations  which set out the requirements.     The records are subject  to both  internal and external audit. The  Clerk/RFO pays all monies received  into the PC bank account.  Payments  are made by cheque or online bank  transfer in accordance with the  current mandate.   Existing procedure  adequate.  Review the  Financial Regulation s where  necessary   Banking      Inadequate checks      Bank mistakes      Loss      Unnecessary charges   L   L   L   L   Financial Regulations set out the  requirements for banking, approval of  cheques/payments and reconciliation  of accounts.  A financial statement is  presented at each   PC meeting. Bank  errors would be quickly identified  when statements are checked.   Existing procedures  adequate. Review  signatories as necessary.   Cash      Loss through theft or  dishonesty     No petty cash system operated     Reporting and Auditing      Information  comm unication and  compliance   L   A financial statement is produced  prior to each PC meeting. An  external audit is conducted annually  on the financial records.  Results are  presented to the PC and displayed  on the website, complying with the  Transparency Code   Exi sting procedure  adequate   Direct Costs      Goods/services not  supplied but billed      Incorrect invoicing      Cheque/Bank transfer  payable incorrect      Unpaid invoices   L       L   L   L     The PC has Financial Regulations  which set out the requirements.   A list of invoices pending  and paid is  presented to each PC meeting. All  PC members are consulted for  approval before any invoices are  paid.     Existing procedure  adequate   Grants (payable)      Power to issue grants  and authorisation   L   All such expenditure goes through  the required Counci l process of  approval, minuted and listed  accordingly if a payment is made  using S137 powers of expenditure   Existing procedure  adequate Grants (receivable)      Receipt of grants   L   The PC does not currently receive  any regular grants.  If a grant was  applied f or and successfully obtained  the conditions of the grant would  need to be considered and adhered  to.   Existing procedure  adequate   Charges  –   rents receivable      Payment of rents   L   The PC currently receives rent  annually for the allotments.  The PC  hires the vi llage hall for its meetings  and is invoiced in the normal way.   Existing procedure  adequate   Best Value Accountability      Work awarded incorrectly      Overspend on services   L   M   Financial Regulations specify levels  at which multiple quotes or the  implementation of  a tender process  apply. Contractors are made aware  that no deviation to original  quotations will be allowed until formal  approval has been made by council.   Existing procedure  adequate   Salaries      Salary paid incorrectly      Wrong deductions of NI  or tax      Unpaid t ax and NI  contributions   L   L   L   The Clerk is the only salaried  employee of the PC and is paid  against the appropriate spine point  recommended by NALC and detailed  in the contract. Salary rates are  assessed annually by the PC and  applied on 1 April each year.   The  Clerk has a contract of employment  and a job description.   Existing procedure  adequate   Employees      Loss of key personnel                  Fraud        Actions undertaken by  staff and Health and  Safety   L               L     L   The Clerk’s role would be advertised  and another appoint ment made. In  the meantime the assistance of  neighbouring parish clerks could be  sought.  A handover period to allow  basic training is preferred.     The requirements of the Fidelity  Guarantee insurance to be adhered  to     The Clerk should be provided with  rele vant training, safety equipment  and access to assistance to  undertake the role   Existing procedure  adequate Councillors      Allowances   L   No allowances are allocated to  Parish Councillors   Existing procedure  adequate   Elections      Risk of an election cost   L   The Ris k is higher in an election  year. When an election is due the  Clerk will obtain an estimate of costs  from WDDC for a full election and an  uncontested election. There are no  measures which can be adopted to  minimise the risk of having a  contested election as   this is a  democratic process and should not  be stifled. However reserves are held  to cover the likely cost based upon  the estimated cost supplied by  WDDC.   Existing procedure  adequate   VAT      Maintain records and  VAT receipts      Reclaim within timescales     Financ ial Regulations set out the  requirements.   The income and expense report has  a separate line for vat. Submissions  are made annually unless a major  project, i.e. playground, has been  undertaken when a significant  amount of vat is due. The Clerk will  then pro cess an individual claim for  that amount   Existing procedure  adequate   Data Protection and Freedom of  Information Act      Non - compliance with the  Act      Publication scheme   L   L   The Council has a Model Publication  Scheme in place.   To date there has been one request  under FOI. The Parish Council is  aware that if a substantial request  was submitted it could create a  number of additional hours work.  A  scale of charges has been agreed  and is appended to the MPS.   Review MPS periodically   Monitor and report any  impacts or  requests made  under FOI   Legal Powers      Illegal activity or  payments   L   All activity and payments within the  powers of the PC to be resolved at  Council Meetings, including  reference to the power used under  the Finance section of the Agenda  and Finance Report.   All activities and payments  minuted Minutes/Agendas/Notices/Statutory  Documents      Accuracy and legality      Business conduct       Minutes and agenda are produced by  the prescribed method by the Clerk  and adhere to the legal  requirements. Minutes are approved  and  signed at the next Council  meeting. Minutes and agenda are  displayed according to legal  requirements. Business conducted at  Council meetings should be  managed by the Chair.   Existing procedure  adequate. Guidance/training  for the Chair should be  given if req uired.   Transparency and Accountability      Policy provision     The Council has adopted the  Transparency Code for Smaller  Authorities in accordance with the  Local Audit and Accountability Act  2014.   Review at Annual Meeting   Insurance      Adequacy      Cost   L   L   An annual  review is undertaken  (before the time of the policy  renewal) of all insurance  arrangements in place.   Employers and Employee liability  insurance is a necessity and must be  paid for.   Ensure compliance measures are in  place.   Ensure Fidelity checks are in plac e.   Existing procedure  adequate.     Review insurance provision  annually, or as required     Review of compliance.   Members’ Interests      Conflict of interest      Register of Members’  interests   L   M   Declarations of interest by members  at Council meetings.   Register of mem bers’ interests forms  reviewed regularly.   Existing procedures  adequate.   Members take responsibility  to update register. Maintenance      Poor performance of assets   L   All assets owned by the Parish Cou ncil are  regularly reviewed and maintained. All  repairs and relevant expenditure for these  repairs are actioned/authorised in  accordance with the correct procedures of  the Parish Council. All assets are insured  and reviewed  annually. Parishioners are  enco uraged to report any issues to the  Parish Clerk.  Village lengsthman maintains  roadside verges etc and reports any issues  to the Clerk   Existing procedures  adequate   Noticeboards      Risk/damage/injury to third  parties      Road side safety   L   L   Parish Council has th ree notice boards sited  in the village. Two are open, one locked  (keys held by Clerk)   All locations have approval by relevant  parties, insurance cover, any  repairs/maintenance requirements brought  to the attention of the Parish Council.    Existing procedure   adequate   Street Furniture      Risk/damage/injury to third  parties   L   The PC is responsible for 2 salt bins, 1 litter  bin, a bus stop and a defibrillator.  WDDC  empties the litter bin and replenishes the salt  bins.  The PC does not  in normal  circumstances spr ead salt from the salt bins  to avoid any liability.   Existing procedure  adequate   Playing Field      Risk/damage/injury to third  parties   M   PC member has playing field portfolio.  Grass regularly cut by contractor.  Village  lengsthman reports on condition.  Appropr iate insurance in place. Review of  facilities annually   Existing procedure  adequate   Proposals for renewing of  playground facilities  currently under  consideration.   Council Records  -   paper      Loss through theft, fire or  damage      Keeping records in  accordance with   statutory  requirements   L   The Parish Council records are retained at  the Clerk’s residence and in a filing cabinet  at the village hall. Records include historical  correspondence, minute books and copies,  leases for land or property, records such as  personn el, insurance, salaries etc.    Existing procedure  adequate   Council Records  -   electronic      Loss through theft, fire or  damage      Corruption/breakdown of  computer   L     M   The Parish Council’s electronic records are  stored on the Clerk’s computer. Back - ups of  the fil es are taken at regular intervals.   Existing procedure  adequate PHYSICAL EQUIPMENT  AND AREAS   Subject   Risks Identified   Rating   Management of Risk   Review/Assess/Revise   Assets      Loss or damage      Risk/dam age to third parties  or property   L   L   An annual review of assets is undertaken for  insurance provision.   The assets register is displayed on the  website.   Existing procedure  adequate Meeting Location      Adequacy      Health and Safety   L   L   PC meetings are held at the Village Hall.   The premises and facilities are considered  adequate for the Clerk, Councillors and  Public who attend  the meetings, from Health  and Safety and comfort aspects.   Existing procedure  adequate